Computer Concepts in Action

Unit 4: Word Processing

Create and Format Tables

Create and Format Tables – Part 1

Create Tables Using Different Options

Tables are a great way to organize information so it is both useful and visually appealing. Microsoft Word offers a variety of ways to quickly and easily create tables in order to help you better organize your information.

To open the data file in Step 1, click on the link. If you are not able to download the file, ask your teacher for help.

Start Microsoft Word.
Open your Digital Music document. (Note: If you have not created a Digital Music file in previous activities, use the Digital Music (24.0K) data file and save it as Your Name Digital Music.)
Click the Tables and Borders button. The Tables and Borders toolbar appears.
Click the Draw Table button. Your cursor should become a pencil. Note: To identify buttons on the Tables and Borders toolbar, move your mouse pointer over the buttons to display the names.
Position the pencil under the M in Music File Types, click and drag the box to the right and down (Figure 1).

Figure 1 Draw a table.
Inside the box, draw one vertical and one horizontal line.
On the Tables and Borders toolbar, click the Distribute Rows Evenly and Distribute Columns Evenly buttons on the Tables and Borders toolbar.
Use the information in Figure 2 to fill in the table.
Close the Tables and Borders toolbar.

Figure 2 Enter the information.
Select all of the text under Copyright Guidelines.
Click the Table menu, choose Convert, and then click Text to Table.
In the Convert Text to Table box, type the number 2 in the Number of columns field. Then click OK.
Click anywhere in the document to deselect the text. A new table is created using the selected text (see Figure 3).

Figure 3 Convert text to a table.
Select your new Copyright Guidelines table.
Click the Table menu, choose Convert, and then click Table to Text.
In the Convert Table to Text box, select Paragraph Marks and click OK. Your table has been converted back to text.
Click the Undo Typing arrow to restore your table.

Create and Format Tables – Part 2

Work with Columns and Rows

Once it has been created, it is easy to modify the table structure. You can add or delete rows and columns, or change the way they are formatted.

Move the insertion point to the end of the word Wave in the first table.
Click the Table menu, choose Insert, and then click Rows Below. A new row will be created.
Repeat Step 2.
In the new third row, type MP3 in the first column and Compressed audio file in the second column.
Position the insertion point in the cell underneath MP3. Click the Table menu, and then click Split Cells.
Click OK in the Split Cells box. The cell is split into two cells (Figure 4).

Figure 4 Split the cells in a table.
Click the Table menu, choose Delete, then Rows to delete the row.
Position the insertion point before MP3. Click the Table menu, and then click Split Table. The table is separated.
Press the Delete key. The table is automatically joined again.
Position the insertion point in the same cell as Compact Disc Audio. Click the Table menu, select Insert, and click Columns to the Right. A new column appears.
Select the empty cell in the lower right hand corner of the table. Click the Table menu, select Delete, and click Cells.
In the Delete Cells box, select Shift cells left and click OK. The cell disappears.
Position the insertion point where there is now no cell (outside of the table, next to “Compressed audio file”). Click the Table menu, select Insert, then Cells.
In the Insert Cells box, select Shift cells right and click OK. A new cell appears.
Select the three cells in the empty column. Right-click on the highlighted column and choose Delete Columns. The column disappears.
Select the first column in the Music File Types table.
Click the Table Menu, and then click Table Properties. The Table Properties box opens. Click the Column tab, if it is not already selected.
In the Preferred width field, type the number 4, and then click OK. The first column is now 4 inches wide.
Click the Table Menu, and then click Table Properties. In the Table Properties box, click the Row tab.
In the Specify height field, type the number 1.
In the Row height is field, use the arrow to choose Exactly.
Click OK. Your table should look like the one in Figure 5.

Figure 5 Change the height and width of the first row.
Click the Table Menu, and then click Table Properties.
In the Table Properties box, change Specify height to 0 and Row height is to At least.
Click the Column tab. In the Preferred width field, key the number 0.
Click OK. The cells adjust to fit the tallest and widest entries (Figure 6).

Figure 6 The table now fits the content.
Save your file.

Create and Format Tables – Part 3

Use Table AutoFormats

Word offers you the ability to automatically format your table using a variety of standard table styles. In this exercise you will use the AutoFormat and AutoFit functions to add some variety to your Digital Music file.

In your Digital Music file, select the Music File Types table.
Click the Tables and Borders button. The Tables and Borders toolbar opens.
Click the Table AutoFormat button on the toolbar (Note: Move your mouse pointer over the toolbar to identify the correct button.). The Table AutoFormat box opens.
Scroll through the Table Styles until Table Contemporary is visible (Figure 7). Select Table Contemporary then click Apply. Your table should look like Figure 7.

Figure 8 The Table AutoFormat box

In your document, select the Copyright Guidelines table. Click the Table AutoFormat button on the toolbar.
In Table Styles, choose Table 3D effects 2. Uncheck Heading rows and Last row checkboxes.
Click Apply.
Click the Table menu, then click AutoFit, and then click AutoFit to Contents.
Close the Tables and Borders toolbar. Deselect the table. Your tables should look like Figure 8.

Figure 8 The completed table
Save your file.
Exit Microsoft Word.